LibreOffice-Suite-Writer-6.3/C4/Using-Track-changes/English

Title: Using Track Changes

Author: Nancy Varkey, Pratik Kamble

Novice Reviewer: Nikita Misal and Pooja Moolya

Domain Reviewer: Praveen and Nancy

Keywords: Peer review, Edit document, Add comment, Reject Track change, Accept Track changes, Record Track change, Show Record Track changes

Visual Cue	Narration
Slide - Title	Welcome to the spoken tutorial on Using Track Changes in Writer.
Slide - Learning objective	In this tutorial, we will learn how to: Peer review a document using Track changes option Edit a document using Record changes option and Add comments in a document
Slide - System Requirements	This tutorial is recorded using Ubuntu linux OS version 18.04 and LibreOffice Suite version 6.3.5
Slide - Track changes	Track changes helps the reviewer to keep track of the changes This feature is especially important for those who use Writer in workgroups. It helps the reviewer to give comments
Slide: Code files	The files used in this tutorial have been provided to you in the Code files link on this tutorial page. Pls download and extract the file. Make a copy and then use it for practising.
Open Seven-reasons-to-adopt-FOSS.odt	Open the file Seven-reasons-to-adopt-FOSS.odt which you have downloaded from Code Files link.
Click on Icon Show track changes functions Point to Changes toolbar	Click on the Show Track Changes Functions icon in the Standard toolbar. The Track changes toolbar appears at the bottom of the Writer window.
Point to Show Track Changes and Record Track Changes	Make sure that the Show Track Changes and Record Track Changes icons are enabled. If not, then enable these by clicking on them.
Only Narration Click on Edit >> Track Changes >> Record (Only Highlight)	Let us see another way to enable these options. Go to the Edit menu select Track Changes from the list And check the Record and Show options.
Only Narration	Now let’s type a new text in our document.
Cursor next to point 2 Type “Linux is a virus resistant operating system since each user has a distinct data space and cannot directly access the program files”.	Keep cursor next to the point 2 and type- “Linux is a virus resistant operating system since each user has a distinct data space and cannot directly access the program files”.
Press Enter	Then press Enter.
Point to point no 3	We can see that point number 2 has become a new point, that is number 3.
Point to new line	Note that the newly added text is in a different color.
Cursor on new line	Hover the cursor on the newly added text. A message is displayed - “Inserted: Unknown Author”, followed by date and time of insertion.
Only Narration	Let us replace Unknown author with our name.
Tools >> options	For that, click on the Tools menu in the menu bar and select Options.
Point to Options-Libreoffice-User Data	Options dialog box opens up.
Select User Data from list under LibreOffice Type First/last name/initials	On the left, under LibreOffice, select User Data option from the list. In the Address section, type your name in the First/last name/initials field, as shown. Notice that our initials are auto-filled.
Click on Apply and Ok button	Click on the Apply button and then on the OK button at the bottom.
Click on File >> Properties	Now click on the File menu in the menu bar and select Properties.
Point to Properties	Properties dialog box opens up.
Click on Reset Properties button	In the General tab, click on the Reset properties button.
Point to created	Notice that in the created section in the center of the dialog box, your name appears.
Click on OK button	Click on the OK button to close the dialog box.
Only Narration	Now onwards, the person making the comment can easily be identified in the document.
Cursor on first point	Let us delete the second sentence from point no. 1 - “It can be installed on all computers without restriction or needing to pay license fees to vendors”.
Point to deletion line	Note that the deletion does not actually remove the line. But marks it as a line suggested for deletion.
Cursor on deleted line	Hover the cursor on the deleted line. We see a message Deleted followed by the updated username, with date and time.
Only Narration	Using this feature, we can modify the document by adding or deleting changes.
Press Ctrl + S, Click on the X icon	Save the changes and close the file.
Slide: More about Track Changes	Next, let us learn more about Track Changes. More than one person can edit the same document. LibreOffice Writer will show each edit in different colors. This will help the readers to distinguish one reviewer’s work from the other.
Open the document Government-support-for-FOSS-in-India.odt	Now open the file Government-support-for-FOSS-in-India.odt which you have downloaded from Code Files link.
Point to deleted lines	In this document, we can see several additions and deletions have been done.
Cursor on Deleted text in Point 1	Hover cursor on the deleted text in point 1. It displays the deletion done by Guru.
Cursor at the last point and Press Enter	Keep the cursor at the end of the last point and press Enter.
Type “CDAC, NIC, NRC-FOSS are institutions of Government of India which develop and promote FOSS”.	Then type the following text- “CDAC, NIC, NRC-FOSS are institutions of Government of India which develop and promote FOSS. “
Point to different color	We can see the color of this text is different from the color edited by Guru.
Cursor on newly type text	Hover the cursor on the newly typed text. It shows your name along with the date and time.
Only Narration Only Narration	This indicates that more than one person can edit the same document. Note - This is possible only if the author gives editing rights to other readers.
Only Narration	Now we will learn how the author can accept or reject changes made by another reviewer.
Only Narration	Let us assume, I am the author and I will accept or reject the edits made by Guru.
Cursor on word Reason Right Click on mouse and select Accept change option (Only highlight) Click on Accept Track Change icon	In point no 2, click on the deleted text reasons. Right-click the mouse and select the Accept Change option. Another way is to click on Accept Track Change icon in the Track Changes toolbar
Point towards deleted word reasons	The text “reasons” gets deleted as per the change suggested by the reviewer.
Cursor on text needs Click on Accept Track Change icon	On the same line, click the on the text needs. Again click on the Accept Track Change icon in the Track Changes toolbar.
Point to text needs	Observe that the text needs gets included, as per the change suggested by the reviewer.
Only Narration	Using this feature, edits suggested by reviewers can be accepted by the author.
Cursor on Point 1 deleted text Click on Reject Track change icon	In point no 1, click on the deleted text. Then click on the Reject Track change icon in the Track Changes toolbar.
Point to text	Observe that the text becomes normal. The suggestions given by the reviewer was to delete the text. But that suggestion has been rejected by the author.
Cursor on point no 5	Move the cursor to point no 5.
Select entire text Click Reject Track Change icon	Select the entire text and click on the Reject Track Change icon in the Track Changes toolbar.
Cursor on point 4 (Only Highlight) Right click on mouse >> select Reject Change on	We can also reject a change by right-clicking on the mouse and selecting Reject change.
Only Narration	This deletes the entire text inserted by the reviewer.
Click on Show Track Changes and Record Track Changes	Disable the Show Track Changes and Record Track Changes icons by clicking on them.
Only Narration	Move the cursor to point no 5
Press Backspace key	Now delete the blank space by pressing the Backspace key on the keyboard.
Only Narration	Now onwards any further editing will not be marked separately.
Press Ctrl + S	Pause the tutorial. Save the file after accepting or rejecting changes To incorporate all the suggestions.
Only Narration	Another feature in Writer is inserting and deleting a comment. It helps users to exchange ideas and suggestions, which are important.
Only Narration	In our document, we will add a comment to the word e-governance.
Select word e-governance right click and select comment	In point no. 3, select the word e-governance. Then right-click and select the Comment option.
Point to Insert Comment icon in Track Changes toolbar	We can also add comments by clicking on the Insert Comment icon in the Track Changes toolbar.
Point to comment box	A comment box appears on the right side of the document.
Type “ What is e-governance?” in the comment box	In the comment box, type the comment as “What is e-governance?”
Point to commenters name date and time	We can see the commenter’s name along with date and time.
Only Narration	Next, we will see how one can reply to a comment.
Cursor on Comment box Click on Insert comment	Once again keep the cursor on the comment box. Then click on the Insert Comment icon located in the Standard toolbar.
Point to newly added reply comment box	We can see a new Reply Comment box gets added to our document.
Type “It means electronic governance”	Inside the reply comment box type “It means electronic governance”
Only narration	Let us delete the newly added comment “It means electronic governance”
Click on down arrow >> select Delete comment	Click on the down-arrow icon in the Reply comment box and select Delete comment option.
Delete the comment What is e governance	Repeat the same steps to delete the comment “What is e governance ?”
Point to word e-governance	We see that both the comments are now deleted. And also the word is no more highlighted.
Click on Record Track change icon in the track changes toolbar	To delete another person’s comments, first disable the Record Track Change icon. And then press Delete key on the keyboard.
Press Ctrl + S, Click on the X icon	Save and close the file.
Only Narration	This brings us to the end of this tutorial. Let us summarise.
Slide: Summary	In this tutorial, we learnt how to Peer review a document using Track changes option Edit a document using Record changes option Add comments in a document
Slide: Assignment	As an assignment: Open Seven-Reason-to-adopt-FOSS.odt file Delete and correct the word available using Record changes Use Accept change option to accept the changes
Slide: About spoken tutorial project	The video at the following link summarises the spoken tutorial project. Please download and watch it.
Slide: Spoken Tutorial workshops	We conduct workshops using spoken tutorials and give certificates. For more details, Please contact us.
Slide: Forums Specific Questions	Please post your timed queries in this forum.
Slide: Acknowledgment	The Spoken Tutorial project is funded by MHRD Govt of India.
Slide: Thank you	This tutorial was originally contributed by IT for Change in 2012. This is Pratik Kamble along with the Spoken Tutorial team from IIT Bombay signing off. Thank you for watching.

Contributors and Content Editors

Nancyvarkey, PoojaMoolya, Pratik kamble